As an employer, you want to ensure that your team has the right training, qualifications, licences, and certifications to perform their job duties safely and efficiently. That's where Employment Hero comes in! 

Our Certifications feature allows you to set up and manage your employees' certifications quickly and easily, so you can stay on top of compliance requirements without the hassle.

 

How to Prepare

• Compile a comprehensive list of the required documentation any employee in your organisation needs to provide to be compliant in your business/industry.

Set up a Certification
 

1. Click Settings.
2. Click the Certification Settings submenu.
3. Click Add Certifications.
4. On the Certification Details page, choose a name.
5. Choose a Certification Type. Certification types do not impact any functionality, but can help you ‌differentiate when reporting on these documents further down the line. 
6. Add a Description. Your employees will be able to see this. 
7. Add a State/Territory (optional) if this might be specific to one location. For example, if you may work in three different states but need employees to complete a Working With Children Check.
8. Additional Information is a great place to upload instructions or a handout that might help the employee understand what is required of them. Click or drag your files to upload any useful documentation. 
9. Assign To the relevant locations, teams or individuals. If this Certification should be completed by everyone in your organisation, select All Personnel. 
10. On the Configuration page, you’ll be asked a few questions about this certification that will help the system identify how it should be used.

• Select One Off if the certification doesn’t expire or require renewal (e.g. University Degree)
• Select Expiry Date if the certification needs to be renewed based on an expiry date (e.g. Driver’s Licence)
• Select Renewing if the certification needs to be renewed on a timed basis. (e.g. annual Workplace Health and Safety training). 
• Select Require Personnel to Provide Supporting Documentation if the employee is required to submit a form of proof (e.g. a photo of their certification)

11. If this certification is required to be approved by somebody in your business, select Approval Required. The approvers you choose here will have the ability to approve and decline updates made to a certification. They will be notified by email when an employee submits this certification and they will be able to upload certifications on behalf of their employees. 
12. Restricting Security Groups should only be selected if the certification is particularly sensitive and should not be viewed by employees with additional security settings. 
13. Finally, you can add a question to your certification that will prompt an employee to explain if they have had any previous driving offences. Select Yes if you would like to add this for the certification you are creating. 

Managing Certifications when Implementing Employment Hero

When you assign certifications to your employees, this will include your existing employees and brand new employees onboarding into your organisation in the future. 

For example, you might have a requirement to obtain all employees Driver’s Licences. If you created this certification and assigned it to all employees, this will create a notification for your existing employees and you likely already have their Driver’s Licence on file. 

You have two options to manage this: 

Ask your existing employees to upload the certifications upon their first log in to Employment Hero. Our team recommends this as it is a great opportunity to get your team comfortable using Employment Hero and ensuring the information that is on file for them is updated and correct whilst moving to your new platform. 

Once the certification has been created and assigned, Admins and Managers will be able to upload certifications on behalf of their employees. This cannot be completed in bulk and can only be achieved by going into an individual employees file to upload. 

Upload a Certification:

1. Click People.
2. Click Employee List.
3. Select the relevant employee.
4. Certifications.
5. Select Actions and Update.
6. Complete necessary information.
7. Click or drag a file to upload.
8. Click Save.